Housing Services Policies and Procedures

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1 Housing Services Policies and Procedures Residence Services 2500 University Drive NW Calgary, AB, Canada T2N 1N4 ucalgary.ca/residence FIRE SAFETY Residents are expected to know and abide by all fire safety policies and procedures. Residents who cause an alarm or fire, whether intentionally or inadvertently, will be held responsible. When a resident causes an alarm or fire, associated costs will be charged to that resident. Other consequences may apply, including but not limited to providing identifying information to legal authorities. Any use of a fire extinguisher must immediately be reported to a staff-person. Always think about personal safety. At the first sign of fire, pull the closest fire alarm and evacuate the building. Community Advisors host community meetings soon after move-in to cover the following in more detail: Never use elevators when there is fire, smoke or an active fire alarm. Use designated fire stairwells to reach the ground floor. Once safely outside the building, share any information regarding the alarm or fire with a staff-person. Go to the Dining Centre to wait for updates from a staff-person. Never try to return to a building after a fire alarm until a staff-person has given permission to do so. Alarms and Drills Residents must immediately evacuate during fire alarms, including all fire drills, which are critical for practicing safety procedures. Residents must not delay or impede an evacuation process. During any fire alarm, rooms / apartments may be checked to ensure all occupants have evacuated. Residence Services is required to conduct at least one fire drill per term, supervised by the Department of Environment, Health and Safety. If a building is not fully and immediately evacuated during a fire drill, that drill will be repeated on different days until the result is satisfactory. Cooking Never leave any cooking of any kind unattended. Never deep-fry or cook with excess amounts of open oil. All cooking is prohibited in student rooms in KA/RU. Cooking that produces grease-laden vapors is prohibited in YA. Facilities The following pose a fire safety risk and are prohibited in the Residence Complex: -Modifying, overloading or adding to electrical or heating equipment or systems -Propping or tampering with common access doors or related equipment -Using fire escapes, including stairwells, for anything other than a genuine emergency -Impeding access to exits, hallways or fire safety equipment -Covering, displacing, hanging items from or otherwise interfering with fire safety equipment, including but not limited to fire extinguishers, fire doors, fire hoses, sprinklers, pull stations, alarm bells and smoke detectors Prohibited Items The following items are prohibited throughout the Residence Complex: combustibles (e.g. charcoal or propane, gasoline), explosives (e.g. firecrackers or fireworks), open flames (e.g. candles or matches), live trees, space heaters, incense and halogen, neon or hydroponic lights. Any item which may reasonably be considered a fire hazard may become prohibited at any time.

2 2 GENERAL POLICIES Abandoned Property Property left behind after a resident vacates a room will be stored for 30 days. If it is not claimed by that time, the property will be donated or disposed of, as appropriate. Charges associated with abandoned property, including but not limited to labour costs associated with storage and/or disposal, will be charged to the resident. Charges and Fees Failure to pay any charges or fees in full and on time may result in late fees and academic withhold. Academic withhold means that the resident s account with Enrolment Services will be locked until the amount due is paid in full, thereby preventing the resident from any registration activity, for example adding courses or acquiring transcripts. Longstanding amounts owed may be transferred to a collections agency. All expenses incurred on the University by a resident or her/his guest(s) are subject to be charged back to that resident, regardless of whether the expenses were incurred deliberatively, inadvertently or accidentally. This includes but is not limited to labour, materials and/or administrative expenses associated with confiscation, damage, disposal, fire safety, housekeeping, property loss or storage. Cleanliness and Disposal Residents must maintain all areas of their assigned rooms/suites in reasonably clean and sanitary condition, similar to the condition at move-in. Garbage and recycling must properly be disposed in a timely fashion. All garbage must be securely wrapped, tied and placed inside a garbage bin. Recyclables must be placed in recycling bins. Garbage and recycling must not be disposed or stored anywhere other than designated areas. Residents must independently dispose of any item too large for a garbage bin Doors Residents must leave all doors locked whenever they are not at home. Residents will be held responsible for problems such as vandalism that occur inside a unit/room when a door was left unlocked while the residents were not at home. Facilities Residents must promptly report any facilities problem to Residence Services. Residents who fail to do so assume responsibility for all associated expenses. The following are prohibited: removing Residence Services furnishings from the room/suite or common area where they belong failing to close windows when the exterior temperature is below zero using showers without properly using a shower curtain, except in Kananaskis or Rundle Hall mounting televisions, monitors or other items on walls or ceilings painting any surface, including the use of window paint disposing oil, grease or any other unacceptable substance in a drain using appliances or electronics that are not CSA or UL certified using small kitchen appliances anywhere other than kitchens altering or connecting anything to a plumbing component, including but not limited to faucets or toilets altering or overloading any electrical component, including but not limited to outlets, panels or wiring altering, connecting to or otherwise interfering with Information Technology equipment

3 3 Furniture Residents must not bring outside furniture into residence. Any costs associated with removal and disposal of outside furniture will be charged back to the responsible resident. Kitchen Appliances The following regulations regarding kitchen appliances remain in effect at all times: Hotplates may be used only in Yamnuska kitchenettes. Only hotplates purchased from Residence Services may be used. Any appliance not specified above is prohibited unless written permission is provided from Residence Services. All appliances in residence must be CSA-approved. Pests Residents must immediately report to Residence Services any observation or suspicion of pests, including but not limited insects or vermin. Residents who fail to do so assume responsibility for all associated expenses. Residents may be required to help prepare for pest treatments by packing and/or cleaning. Residents may be required to leave a room/suite for up to eight hours for pest treatments, for example spraying. Staff may have to enter the room multiple times to monitor treatment progress and/or check for signs of recurrence. A treatment process may be required multiple times to thoroughly address a pest problem. Posting and Soliciting Nothing may be posted on any fire safety item, elevator or common area walls, doors or windows. Within resident rooms/suites, nothing may be posted in shared areas without roommate approval. In common areas, notices may only be posted on certain bulletin boards. All notices for common area bulletin boards must be approved via by a Residence Services Manager or Residence Life Coordinator. Nothing that contravenes the Residence Community Standards may be posted. Common area bulletin boards are primarily for conveying information from Residence Services, the Residence Students Association and other University of Calgary offices. Notices from the Students Union or the Graduate Students Association regarding official SU or GSA business may also be posted, but not notices from clubs, societies or other such organizations, even those affiliated with the SU or GSA. Notices from off-campus organizations may not be posted. Exceptions to this policy may be considered for activities or initiatives that very clearly align with Residence Services priorities. All wall adhesives are prohibited, including but not limited to tape, glue, staples and tacks, except adhesive materials made available through Residence Services. All posted materials must be entirely removed, including adhesive materials, carefully and in a timely fashion. Any form of soliciting, surveying, polling or commercial activity, whether advertising, selling or otherwise, is prohibited throughout the Residence Complex.

4 4 Room Assignment Residents must live in the rooms/suites assigned to them. Unauthorized room transfers are prohibited. Keys assigned to a resident must never be shared or loaned. Lost keys must immediately be reported to Residence Services. Lost keys and lockouts are subject to fees. Room Transfer No room transfers will be approved during the first three weeks of the term. In case of a roommate conflict, Residents should contact their Community Advisors to resolve the roommate conflict. Room transfers during the academic year will occur if deemed necessary by the Residence Life Coordinator or if requested by a resident and approved by the Manager, Housing Services or Housing Services Coordinator. All room transfers will result in an administrative charge. Storage Residence Services accepts no responsibility for stored items. Residents may not store items outside rooms/suites anywhere other than areas designated for storage. Residents who use designated areas, such as storage closets or lockers, do so at their own risk. Items stored improperly are subject to confiscation and disposal by Residence Services. Termination of Agreement Termination of agreement means the resident is evicted. The resident must vacate and return her/his key, typically within 24 hours. The resident is banned throughout residence (including the Dining Centre servery) for a set period, typically one year.

5 5 LIST OF STANDARD FEES/COSTS FACILITIES CHARGES COST OF RESTITUTION FOR DAMAGES Bathroom Fixtures: (Minimum Charge) Towel Racks $50.00 Toilet Tissue Dispenser (Apartments) $50.00 Cabinet Door Repair $75.00 Mirror $ Faucet $ Toilet Tissue Dispenser (Traditional) $ Partition $ Beds Bed Frame $ Mattress $ Carpet Replacement Time + Material Doors Refinish $ Replace Bedroom $ Replace Apartment $ Replace Lock and Cylinder $ Electronic Door Lock $ Hinges $ Striker Plates $50.00 Peephole $50.00 Fire Equipment (minimum charges) Drying and Restacking Fire Hose $ Recharge Extinguisher $ Replace Heat Detector $ Replace Exit Fixture $ Replace Extinguisher (5lb dry chemical) $ Replace Extinguisher (2.5 gal dry) $ Replace Smoke Alarm (electrical) $ Reset Alarm business hours $ Reset Alarm after hours $ Replace Fire Cabinet Door $ Pull Station Glass $ Extinguisher Discharge Cleanup cost incurred Floor Repairs Ceramic Tile Replacement $25.00/sq.ft

6 6 Furniture (min) Repairs Time +Material Replace Desk $ Replace Desk Chair $ Replace Couch $ Replace Lounge Chair $ Replace Coffee/Dining Room Table $ Replace Venetian Blinds $150.00/blind Replace Blackout Blinds $ Replace Armoire $ Replace Chest of Drawers $ Replace Dining Room Chair $ Waste-Paper Basket (Large) $40.00 Waste-Paper Basket (Small) $10.00 Glass Repairs Fire Extinguisher Box $ Fire Extinguisher Cabinet $ Hallway/Room/Lounge Glass $ (min) Large Thermo Pane Window $25.00/sq.ft Sliding Bedroom Window $ Window Frame and Glass $ Light Fixtures Fixture $ Replacement $100/hour Painting Minimum Charge $ Bulletin Boards (replacement) $ Bedroom Ceiling $ Bedroom Walls (per wall) $ Drywall Repairs Hole under 8 Diameter $75.00 Hole 8 24 $ Hole 24 or larger in Diameter Time + Material HOUSEKEEPING CHARGES Kitchen Cupboard/Shelves/Doors/Top Cupboards $75.00 Stove/Oven/Drawers/Drip Pans/Racks $ Stove Hood Fan/Screen/Fan Blades $50.00 Fridge $75.00 Countertops/Kitchen Sink/Taps $50.00 Tub/Tiles/Shower/Vent (fan) $75.00

7 7 Toilet $ Vanity (sink/taps/cabinet/mirror/light fixtures) $50.00 Walls/Trim/Baseboards $35.00/wall Electrical Fixtures/Heating Vents/Light fixtures $40.00/item Closet Doors/Shelves $50.00 Linoleum/Laminate Floors $75.00 Carpet Cleaning (1 Bedroom) $ Carpet Cleaning (2 Bedroom) $ Carpet Cleaning (4 Bedroom) $ Windows/Tracks/Blinds $15.00-$ Touch up cleaning per hour (dusting, vacuum etc.) $50.00 Refrigerators Shelf $50.00 Power Cord $ Screens Kitchen/Bedroom $75.00 Housekeeping (Business Hours) $50.00/hour Trades (Business Hours) $100.00/hour Private Contractors $125.00/hour (Approx.) NOTE: All damages not listed will be charged at material costs plus applicable labour rates. Prices are subject to change. RESIDENCE SERVICES CHARGES: Agreement Cancellation $ Extra Night Stay $ Improper Check-out $50.00 Lock-out during business hours $5.00 Lock-out outside of business hours $25.00 Lost E-Key $30.00 Lost Mail-key $10.00 Lost Laundry Card $10.00 Resident Storage Lockers $10.00/month Room Transfer Fee $ Vacating Extension Request Late $25.00 Vacuum Rental Overnight $10.00 Single Student in Academic Year: - $50 to set up monthly payment plan o $25 late fee per month if payment deadline missed - $25 late fee if payment deadline missed for term (those not on monthly payments or arranged extensions) - $10 administration fee for putting student on withhold - 10% of outstanding amount (rounded to nearest $1000) if account sent to external collections

8 8 - If cheque is NFS, $25 administration fee Single Student in Spring/Summer: - $25 late fee per month if payment deadline missed - $10 administration fee for putting student on withhold - 10% of outstanding amount (rounded to nearest $1000) if account sent to external collections - If cheque is NSF, $25 administration fee Student Family Housing: - $25 late fee per month if payment deadline missed - $10 administration fee for putting student on withhold - 10% of outstanding amount (rounded to nearest $1000) if account sent to external collections - If parking pass not returned, pro-rated balance of pass is charged to student

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